Telephone Guide - 9611G IP (May 2012)

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About Your Telephone .................................................................................................................................. 3

Conventions .................................................................................................................................................. 7

Feature Finder ............................................................................................................................................... 8

Answer a Call ........................................................................................................................................... 10

Make a Call .............................................................................................................................................. 11

Redial ...................................................................................................................................................... 12

Hold ......................................................................................................................................................... 12

Mute ........................................................................................................................................................ 12

Bridged Calls ............................................................................................................................................ 13

Transfer ................................................................................................................................................... 14

Conference .............................................................................................................................................. 14

Call Log .................................................................................................................................................... 16

Contacts .................................................................................................................................................. 18

Call Forwarding All Calls .......................................................................................................................... 20

Send All Calls ........................................................................................................................................... 20

Message .................................................................................................................................................. 20

Directory ................................................................................................................................................. 21

Telephone Settings ................................................................................................................................. 21

Dialing Numbers while on Campus ............................................................................................................. 25

Tones and Their Meanings .......................................................................................................................... 27

Ringing Tones .......................................................................................................................................... 27

Handset Tones ........................................................................................................................................ 27

Troubleshooting .......................................................................................................................................... 28

Glossary ....................................................................................................................................................... 28

Last Updated 03-2012





4

9611G IP Telephone Button/Feature Descriptions

Number Name Description

1 USB Port You can recharge a battery-powered device using your phone's USB port.Connect the device to your phone with a USB cable to recharge it.

2

Message

Waiting

Indicator

An illuminated red light in the upper-right corner of your phone indicates

you have voicemail messages waiting. If Visual Alerting is enabled, this

light flashes when you receive an incoming call.

3 Phone Display

The first line shows status information such as the time and date, primary

extension, error indications, and missed calls. The second line, called the

Status Line, provides information, such as when you can use the right or

left navigation arrows to view alternate screens or menus. The Status Line

also provides messages related to the current application or the actions

that must be performed on a screen. Call appearances appear below the

Status Line. The number of call appearances available to make or receivecalls depend on how your phone is administered.

4

Features and

Call Line

Appearances

The line buttons with integrated LEDs show which lines are in use and

correspond to the lines on the display. Press the line button to select that

line. In case of an incoming call, the green LED blinks. While the

Deskphone is off hook, both the red and the green LED glow. Lines also

indicate if a feature, is enabled or disabled in the Feature, view. The green

LED glows to indicate that a feature is enabled. When you turn off the

feature, the LED turns off.

5 Softkeys

Use the softkeys to act on objects displayed on the screen. The softkey

labels show you the action that each key produces. The labels and the

actions vary depending on the object that is selected.

6Navigation

Arrows

Use the up and down navigation arrows to scroll through lists. Use the

right and left navigation arrows to navigate between menus or to move

the cursor during text input.

6 OKPress the OK button for a shortcut to an action. For example, when you

select a call log entry, pressing OK dials the number.

7 Phone Press Phone to view and manage your calls.

8 Message Press the Message button to connect directly to your voicemail system.

9 Contacts Press Contacts to view the entries in your contact list.

10 Avaya MenuPress Avaya Menu to configure options and settings, access the browser,

log out, or view network information.

11 Call History Press History to view a list of your outgoing, incoming, and missed calls.

12 VolumePress volume to adjust the volume of the handset, headset, speaker, and

ringer.

13 Mute Press Mute to mute a call in progress. To take a call off mute, press Mute



5

again.

14 SpeakerPress Speaker to use the speakerphone. To take a call off speakerphone,

lift the handset and press Speaker.

15 HeadsetPress Headset to use the headset if it is connected. Only HIS headset cords

are compatible with your phone.

Your Telephone Number

Your telephone number is displayed on the right-side of the screen as a 5-digit number within the yellow

“Line Button” lines. If the first digit of the number is a 2, your phone number is 517-432-xxxx. If the first

digit of the number is a 3, your phone number is 517-353-xxxx. If the first digit of the number is a 4,

your phone number is 517-884-xxxx. If the first digit of the number is a 5, your phone number is 517-

355-xxxx. You may have an additional local number assigned to your phone if you reside in Grand

Rapids, Detroit or Macomb Community College.

For example, if your phone displays the number “31855”, your phone number is 517-353-1855.

Scrolling and Navigation

When navigating through the options and features on your telephone display, use the

navigation arrows to scroll and buttons to select lines or options.

Use the up and down navigation arrows to scroll up or down through lists. Use the right and left

navigation arrows to go to other screens when indicated by the Prompt Line or to move the

cursor right or left when entering text.

When you scroll to a line on the display, that line is selected. The selected line is highlighted

with a yellow highlight and a yellow carrot on the right side of the screen. The softkey labels will

change according to the options available for the highlighted line. The OK button is a shortcut

for the default action. For example, when you select an entry in your Contacts list, pressing OK

places a call to that person.

Telephone Stand

Your telephone can be placed in two positions, a lower position and an upright position. To

switch the phone from the lower position to the upright position (or visa versa), slide the stand

to the left until it becomes loose and rotate the stand 180°. Line up the tabs on the back for the

position you wish to keep and lock in place by sliding it right. If your phone is in the upright

position, reverse the tab located below the switchhook in the top ear piece pocket (on the front

of the phone). This will keep the handset seated in the correct position. You will need a small

screwdriver to lift this tab out.



6

Avaya Menu

You can use the Avaya Menu to adjust and customize options and settings for your telephone.

When you press the Avaya Menu button, you see the following menus.

Avaya Menu

> Options & Settings

> VPN Settings

>About Avaya one-X

Options & Settings lets you change your call settings, personalize button labels, adjust

brightness, select your ringing pattern, and more.

About Avaya one-X provides the release number of your telephone software.

Options Settings

The Options & Settings menu contains choices for:

• Call Settings

• Application Settings

• Screen & Sound Options

• Advanced Options

Call Settings includes choices for automatically displaying the Phone screen when you get an

incoming call or when you place a call, turning call timers on or off, controlling how Redial

works, turning Visual Alerting on or off, and more.

Application Settings includes choices for personalizing button labels, turning call logging on or

off and including bridged calls in your call log.

Screen & Sound Options includes choices for adjusting your phone's brightness and contrast,

ring pattern, language selection, and button clicks and tones.

Advanced Options includes choices for backing up and restoring your settings, options, andbutton labels. You can also set the Automatic Gain Control (AGC) for your handset, headset,

and/or speaker audio.







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Transfer

Transfers a call from your telephone to another extension or outside number. Use when your

caller needs to speak further with someone else.

Conference

Lets you speak with up to five people in different locations on the same call. Additional

conferencing options may be available through Expanded Meet-Me Conferencing. Contact your

system administrator for more information about this feature.

Call Log

When you have one or more missed calls, the Call Log button lights and the Missed Calls icon

and the number of missed calls display on the top line.

Contacts

Permits you to use your contact list as an address book. You can save up to 250 names and

telephone numbers.

Call Forwarding All Calls

Allows you to set a number to which your calls will be forwarded, or turn off call forwarding if it

is already on. You must enter the telephone number where the calls will be forwarded each

time you use this feature. If call forwarding is turned on, a Forwarding icon appears on the

top line of your display screen. The forwarding features available on your phone depend on theoptions your system administrator has set. For more information about the options available to

you, contact your system administrator.

Send All Calls

Sends your incoming calls directly to voicemail. Incoming calls ring once at your extension and

then go directly to a number which is set by MSU Telecom Systems. If the SAC feature is

administered on your phone, a SendAll softkey appears on the Phone screen. Pressing SendAll

turns Send All Calls on. If it is already on, pressing SendAll turns it off. You can also turn Send All

Calls on or off by using the telephone Features list. The forwarding features available on your

phone depend on the options your system administrator has set. For more information aboutthe options available to you, contact your system administrator.



10

Message

The lighted Message button and a red light on the upper right-hand corner of your telephone

indicate when you have messages waiting. Your messages are an administered function.

Contact your system administrator with any questions.

Directory

Searches for the extension of another user in your location by allowing you to key in the user's

name with the dial pad. Use as a handy quick reference source for extension number

information.

Telephone Settings

Allows you to configure various settings to utilize advanced features of your telephone.

Answer a Call

To answer an incoming call:

1. If you are not on another call, lift the handset, or press the line button next to the

incoming call or press Speaker to answer using the speakerphone, or press Headset to

answer using the headset.

If you are on another call, from the Phone screen, scroll to the line with the incoming

call and press Answer or OK.

o You are connected to the incoming call.

Note: To automatically display the Phone screen whenever you receive an incoming call, set the

Go to Phone Screen on Ringing option to Yes.

To send an incoming call directly to voicemail:

1.

Press To Vmail.o The incoming call goes directly to voicemail.

To ignore an incoming call:

1. Press Ignore.



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o The ringer is turned off for the currently incoming call.

Make a Call

To make a call:

1. If you are not on a call, dial the number you want to call.

or, Lift the handset, press Speaker, or select an available line button, then dial the

number you want to call.

o The call is placed.

To call a person from the Contacts list:

1. Press Contacts.

2. Select the person or number you want to call.

3. Press Call or OK.

o The number is dialed.

To redial a number:

1. From the Phone screen, press Redial.

Note: The last number will be redialed or you will see a list of the most recent numbers

that you have dialed, from which you can select one to redial.

2. If a list of the most recent numbers that you have dialed is displayed, select the one you

want to redial.

3. Press Call.

o The number is redialed.

To call a person from the call log:

1. Press Call Log.






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Redial

To redial a number:

1. From the Phone screen, press Redial.

Note: The last number will be redialed or you will see a list of the most recent numbers

that you have dialed, from which you can select one to redial.

2. If a list of the most recent numbers that you have dialed is displayed, select the one you

want to redial.

3. Press Call.

o The number is redialed.

Hold

To put a call on hold:

1. From the main Phone screen, select the line you want to put on hold.

2. Press Hold.

o The call is placed on hold.

To retrieve a call from hold:

1. Press Resume.

o The held call is retrieved.

Mute

To mute a call:

1. Press the Mute button.

o The Mute button light turns on.

o The other person cannot hear you.

To unmute a call:

1. Switch between the handset, headset, or speakerphone.



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or, Press the Mute button again.

o The Mute button light turns off.

o The call is unmuted and the other person can hear you again.

Bridged Calls

To answer a call on a bridged line:

Answering a call on a bridged line is basically the same as a call on a primary line. If the ringing

line is selected, you can answer by picking up the handset or by pressing Speaker or Headset or

Answer.

1. Select the bridged call that you want to answer.

Note: The ringing line will be selected automatically if there are no other active calls. Ifyou are on another call when a call comes in to a bridged line, you have to select the

ringing line (just like for an incoming call to a primary line).

2. Press Answer.

o You are connected to the incoming call.

To make an outgoing call on a bridged line:

Note: When you make a call on a bridged line, you are using another person’s line. The caller ID

will show the call as coming from you or coming from the person whose line you are using. If

you have any questions about how the name or extension displays to the person you are

calling, contact MSU Telecom Systems.

1. Select the bridged line you want to use.

2. Press OK.

{dial tone}

3. Dial the telephone number, or call the person from the Contacts list, or call the personfrom the Call Log list.

o The outgoing call is placed.



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To join a call on a bridged line:

1. Select the line associated with bridged call in progress that you want to join.

2. Press Bridge.o You are connected to the call.

Transfer

To transfer a call:

1. From the Phone screen, select the line you want to transfer.

2. Press Transfer.

3. Dial the telephone number, or call the person from the Contacts list, or call the person

from the Call Log list.4. Press Complete.

o The call is transferred.

Conference

To add a person on hold to a conference call:

1. From the Phone screen, select your active call.

2. Press Conf .

3. Select the call on hold that you want to add to the conference.4. Press Resume to take the call off hold.

5. Press Join to add the person to the conference call.

o The new person is added to the active call.

To set up a conference call:


2. Press Conf .

3. Dial the telephone number, or call the person from the Contacts list, or call the person

from the Call Log list.

4. Press Join to add the person to the existing call.

o The new person is added to the active call.



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To drop the last person added to conference call:


2. Press Drop.

o The last person added to the conference call is dropped.

To drop a person from a conference call:


2. Press More then Details.

3. Select the person you want to drop.

4. Press Drop.

o The selected person is dropped from the conference call.

To put a conference call on hold:

1. While you are on the conference call, press Hold.

o The conference call is put on hold.

o The other parties can still talk to each other.

2. Press Resume or OK to resume the conference call.

To retrieve a conference call from hold:

1. Press Resume or OK.

o The conference call is retrieved from hold.

To mute a person on a conference call:

Note: The individual muting feature is not available on all phones. If you do not see Silence

when you choose a person, you cannot mute that person.

1. During a conference call, from the Phone screen, press More > Details.

2. Select the person you want to mute.

3. Press Silence.

o The person is muted.



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To unmute a person on a conference call:

1. Press Silence.

o The person is unmuted.

Call Log

To view the call log:

1. Press History.

Note: You can go to the top of the list by pressing History again.

2. Scroll to the right or left to view separate lists of your answered, outgoing, or missedcalls lists.

To view call log details:

1. Press History.

2. Select the number you want to view.

3. Press Details.

4. To return to the list view, press Back.

To call a person from the call log:

1. Press History.




To add an entry from the call log to your Contacts list:

1. Press History.

2. Select the number you want to add to your Contacts list.

3. Press +Contact.

4. Edit the name and telephone number, if necessary.



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5. Press Save.

o The new entry is added to the Contacts list.

To clear all entries from the call log:

Clearing all entries from a call log might or might not delete all of the entries in every log. For

example, if you are viewing the Outgoing Calls list, only outgoing calls are deleted from the call

log. However, if you are viewing the All Calls list, pressing Clear All deletes all calls from the call

log.

1. Press History.

2. Select the list you want to delete.

3. Press More.

4. Press Clear All.

o The display requests confirmation.

5. Press Clear All again or OK to confirm.

o All of the entries from the list you were viewing are deleted.

To remove an entry from the call log:

1. Press History.

2. Select the number you want to delete.

3. Press More > Delete.o The display requests confirmation.

Note: If you want to cancel and exit this procedure press Cancel.

4. Press Delete.

o The selected call log entry is deleted.

To toggle call logging on or off:

1. Press Avaya Menu.

2. Select Options & Settings or Phone Settings.

3. Press Select or OK.

4. Select Application Settings.


6. Select the type of call logging you want to turn on or off.



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Note: To turn logging of bridged lines on or off, select Log Bridged Calls and press

Change or OK.

7. Press Change or OK to turn call logging on or off.

8. Press Save.

Contacts

To add a new contact:

1. Press Contacts.

2. Press New.

3. Enter the name using the dialpad.

Note: Press the number key that corresponds to the letter or number you want to enter

until the letter or number is displayed. Pause before entering the next character if thecharacters are on the same key. Enter remaining letters or numbers. If you want to

delete the last character, press Bksp. If you want to remove a letter, number, space, or

symbol that is in the middle of the text you entered, use the left and right navigation

arrows to place your cursor after the character you want to remove. Once your cursor is

in the correct position, press Bksp to remove the character to the left of the cursor. To

change between upper and lower case letters, or to enter numbers, press More > Abc.

To cycle through the options (Abc/123/abc/ABC), press ABC again to until the type you

want to use is displayed. To enter characters that are not on your dialpad, press More >

Symbols and select the symbol you want to use then press OK to select the symbol. To

delete all text and start over, press Clear.

4. Select the next field.

5. Enter the (primary) telephone number.

6. Select the next field.

7. Select the type of number entered (general, work, mobile, home).

8. If you have another number for this contact, repeat Steps 5 through 7. You can add up

to three numbers for this contact.

9. Press Save or OK.

o The new contact is saved.

To add an entry from the call log to your Contacts list:

1. Press History.

2. Select the number you want to add to your Contacts list.

3. Press +Contact.



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4. Edit the name and telephone number, if necessary.

5. Press Save.

o The new entry is added to the Contacts list.

To edit an existing contact:

1. Press Contacts.

2. Select the contact you want to edit.

3. Press More > Edit.

4. Choose the field you want to edit.

5. Use the dialpad and softkeys to make changes to the contact information.


o Your changes are saved.

To delete a contact:

1. Press Contacts.

2. Select the contact you want to delete.

3. Press More > Delete.

o The display prompts for confirmation.

Note: If you want to exit this procedure and cancel the deletion, press Cancel.

4. Press Delete.

o The selected contact is deleted.

To call a person from the Contacts list:

1. Press Contacts.




To view Contacts details:

1. Press Contacts.



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2. Select the contact you want to view.

3. Press Details.

o The information available for that contact is displayed.

Call Forwarding All Calls

To turn call forwarding on:

1. Press the Right navigation button to access the Features menu.

2. Select CFrwd from the list.

3. Enter the number to which you want to forward your calls.

{confirmation tone}

o All of your calls will be forwarded to the number you entered.

To turn call forwarding off:


2. Select CFrwd.


{confirmation tone}

Send All Calls

To toggle Send All Calls on or off:


2. Select SendAllCalls.

3. Press Select or OK to turn Send All Calls on or off.

Message

To retrieve your messages:

1. Press the Message button or dial 2-2100. Alternatively, you can dial 517-432-2100 from

any outside phone to get to your voicemail. There is a separate Voicemail Users Guide

that covers the specific options for voicemail.

o You are connected directly to your voicemail system.



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Directory

To call a person from the directory:

1. From the Phone screen, scroll right to access the Features menu.

2. Select Directory.


4. Use the dialpad keys to start spelling the last name of the person you want to call.

Note: Press each dialpad key one time for each corresponding letter. For example, for

"Hill," press 4, 4, 5, 5.

5. If you want to scroll to the next displayed name, alphabetically, select Next.

6. Press OK, or enter the next letter.

7. When the name you want is indicated, select Make Call.

8. Press OK.o The call is placed.

Telephone Settings

To set redial options:




4. Select Call Settings.5. Press Select or OK.

6. Select Redial.

7. Press Change or OK or the Right/Left Arrows to select either One Number and List.

Note: If you select One Number, then Redial will automatically dial the last number you

dialed. If you select List, then Redial will automatically display a list of the lat numbers

you dialed and permit you to make a selection.

8. Press Save.

o The redial option you selected is saved.

To change the ring pattern:





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4. Select Screen & Sound Options.


6. Select Personalized Ringing.

7. Press Change or OK to see a list of the available ring patterns.

o Additional ring patterns are available by pressing the “Classic” or “Rich” softkey.8. Select a ring pattern to listen to it. If you want to hear it again, press Play or OK.

9. To enable the current ring pattern on your phone, press Save.

o The new ring pattern is saved.

To toggle button click sounds on and off:






6. Select Button Clicks.

7. Press Change or OK to turn sounds on or off.

8. Press Save.

To turn error tones on or off:






6. Select Error Tones.

7. Press Change or OK to toggle error tones on or off.

Note: If you turn error tones on, then your telephone will beep when you make a

mistake or take an action that is not allowed.

8. Press Save.



23

To configure visual alerts:


2. Select Options & Settings or Phone Settings.3. Press Select or OK.

4. Select Call Settings.


6. Select Visual Alerting.

7. Press Change or OK to turn Visual Alerting on or off.

Note: When the Visual Alerting option is turned on, incoming calls cause the LED in the

top right corner of the phone to flash.

8. Press Save.

To set Go To Phone Screen on Calling:






6. Select Go to Phone Screen on Calling.7. Press Change or OK to set the option to Yes or No.

Note: If you select Yes, then the Phone screen will automatically be displayed each time

you place a call.

8. Press Save.

To set Go To Phone Screen on Ringing:






6. Select Go to Phone Screen on Ringing.



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7. Press Change or OK to set the option to Yes or No.

Note: If you select Yes, then the Phone screen will automatically be displayed each time

you get an incoming call.

8. Press Save.

To adjust the brightness of the display:






6. Select Brightness.

7. Press Change or OK.

8. Select Phone or an SBM24 Module.

9. Scroll to the right or left to adjust the brightness.


o The brightness setting is saved.

To configure the call timers:

You can set your call settings to display the duration of calls. You can turn the call timer display

on or off.






6. Select Display Call Timers.

7. Press Change or OK to toggle the call timer display on or off.

8. Press Save.



25

To edit the button labels:

Note: You can change the labels that are displayed for your extensions, features, and

abbreviated dial or speed dial buttons. For example, you can change the label for your

extension to "My Line."






6. Select Personalize Labels.


8. If the label you want to edit is on the Features menu, scroll right to access the Features

menu.

9. Select the label you want to edit.

10. Press Edit.

11. Edit the label.

Note: You can press Clear to clear all text fields and start over.


To restore the button labels to their default labels:


2. Select Options & Settings.




6. Select Restore Default Button Label.


Dialing Numbers while on Campus

When using your Avaya telephone please use the dialing rules described below. If, at any time, you hear

an additional dial tone after you have finished dialing you may not have permission to dial the number

from your phone. You may need to talk to your department administrator or MSU Telecom Systems in

order to get the permissions to dial long-distance or international numbers.



26

Dialing Emergency numbers

• If you have an emergency, simply dial 911.

• Non-Emergency calls for the Campus Police should dial 5-2222, or if you are not on the East

Lansing campus, press the “Emerg.” Button.

Dialing On-campus numbers

• Simply dial the last 5-digits of the person’s phone number. For example, if their phone number

is 517-355-1855, dial 5-1855. These calls are toll-free.

• You will not be able to dial numbers that start with 432, 353, 884 and 355 by dialing their 7-digit

local numbers. For example, if you attempt to dial 8-355-1855, the call will NOT be completed.

Please dial the last 5-digits of the number

Dialing Local numbers

• Dial 8, and then the number as if you were to dial it from a home phone, leaving off the area

code. For example, if the number you are dialing is 517-333-1800, dial 8-333-1800. These calls

are charged as a local call.

Dialing Long Distance numbers

• Dial 8, 1, the area code, and then the phone number. For example, if the number you are dialing

is 815-544-2424, dial 8-1-815-544-2424. These calls are charged by the minute as long-distance

calls.

Dialing International numbers

• Dial 8, 011, the country code, the city code and then the number. For example, if the number

you are dialing is in Germany (Country Code 49), in Frankfurt (City Code 69), with a number of

75350, dial 8-011-49-69-75350. These calls are charged by the minute, at the current

international rate for that country. Please call MSU Telecom Systems at 3-5515 to find out the

current rate for a country.

Campus Operator and Information Services

• You can dial zero (0) from your phone to be connected to the campus operator. They can help

you look up phone numbers of individuals or departments on campus, 24 hours a day, 7 days a

week.





28

Troubleshooting

Problem Solution

A feature does not work as

noted in the book.

1. Reread the procedure and try again.

2. For many features you must lift the handset

before you can use the feature.

3. Check with MSU Telecom Systems at 3-5515

for more information about this feature.

The telephone does not ring. 1. Set the ringer volume to a higher level.

2. Place a test call from another extension to

your extension.

3. If there is still a problem, contact MSU

Telecom Systems at 3-5515 to open a

service call to have the problem corrected.

Glossary

activate

To begin or turn on the operation of a feature.

call appearance button

A button used exclusively to place, receive, or hold calls. It has an assigned extension number

and is equipped with a red in-use light and a green status light.

dial pad

The 12 pushbuttons that you use to dial a number and access features.

extension

A dialing number 5 digits assigned to each phone connected to the MSU Telephone System

feature



A special function or service, such as Conference, Hold, Send All Calls, etc.

feature code

A dial code of 1, 2, or 3 digits that you use to activate or cancel the operation of a feature.

handset

The handheld part of the telephone that you pick up, talk into, and listen from. This is

sometimes called the "receiver".

off-hook

When the handset is removed from the cradle (for example, when you lift the handset to place

or answer a call), or speaker is on.

on-hook

When the handset is left on the cradle, and speaker is off.

party

A person who places or answers a call.

pickup group

A group of telephone users who can answer calls for each other through the Call Pickup feature.Group members are determined by the system manager and are usually located in the same

work area or perform similar job functions.

ringer

The device that produces the electronic ringing sound in your telephone.

Switch / PBX

The device that makes connections for all voice and data calls for a network, and also contains

software for features. Also known as a system, switching system, or Centrex.

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Telephone Guide - 9611G IP (May 2012)

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